RFP Workflow

The MyBids.AI workflow is designed to minimize manual effort while maximizing proposal quality. Simply upload your RFP document, and our multi-agent system takes over: it parses the requirements, qualifies the opportunity, researches your knowledge base, develops a winning strategy, writes the proposal section by section, reviews for quality and compliance, and produces a polished final draft ready for export. The entire process is automated, intelligent, and tailored to your company profile.

Step-by-Step Guide

Upload Your RFP

Start by uploading your RFP document in PDF, DOCX, or TXT format. The system immediately begins parsing the file to extract key information: requirements, deadlines, evaluation criteria, and compliance matrices. Upload happens instantly, and parsing typically completes within seconds.

Review Qualification Results

After parsing, the system runs a go/no-go assessment and assigns a qualification score. Review the analysis to understand strategic fit, capability alignment, and competitive positioning. This helps you decide whether to invest time in a full proposal. Learn more about qualification.

Generate & Review Proposal

Click "Generate Proposal" to trigger the full 9-agent pipeline. The system will research your knowledge base, develop a strategy, create an outline, write each section, review for quality, check compliance, and refine the final draft. Generation typically takes 2-5 minutes. Once complete, review each section in the app and export as DOCX.

The 9-Agent Pipeline

Behind the scenes, MyBids.AI orchestrates nine specialized AI agents, each focused on a specific aspect of proposal development. The agents run sequentially, passing information forward to build a comprehensive, compliant, and compelling response.

Intake

Parses the RFP document to extract structured data: requirements, submission deadlines, evaluation criteria, page limits, mandatory forms, and compliance matrices. This agent converts unstructured text into machine-readable format for downstream processing.

Output: Structured RFP data, requirement list, compliance checklist

Research

Searches your knowledge base using hybrid semantic and keyword search to find relevant past proposals, case studies, technical documents, and company materials. Uses LLM re-ranking to prioritize the most applicable content for this specific RFP.

Output: Ranked list of relevant KB documents, extracted snippets, context summaries

Capability Matcher

Maps your company's strengths, certifications, past performance, and team capabilities to each RFP requirement. Identifies gaps where you may need subcontractors or teaming partners, and highlights differentiators to emphasize.

Output: Capability-to-requirement matrix, gap analysis, recommended emphasis areas

Strategy

Develops win themes, key messages, and a narrative approach tailored to the buyer's priorities. Determines which differentiators to emphasize, how to position against likely competitors, and what tone and style will resonate with the evaluator.

Output: Win themes, key messages, positioning strategy, narrative outline

Outline

Creates a detailed section-by-section outline that mirrors the RFP structure. Assigns content targets for each section (word count, key points, compliance items to address), and sequences the narrative flow from executive summary through technical approach to pricing.

Output: Section-by-section outline, content targets, narrative sequence

Content

Generates proposal prose section by section, weaving in content from your knowledge base, company profile, and past performance. Follows the outline, incorporates win themes, and maintains consistent tone and style throughout the document.

Output: Full proposal draft with executive summary, technical approach, management plan, past performance, pricing

Critic

Reviews the draft for quality issues: weak claims, unsupported assertions, repetitive phrasing, inconsistent terminology, and logical gaps. Flags sections that need strengthening and suggests improvements to enhance persuasiveness and clarity.

Output: Quality review report, flagged issues, improvement recommendations

Compliance

Cross-references every RFP requirement against the proposal to ensure full compliance. Builds a compliance matrix showing where each requirement is addressed, identifies any missing responses, and verifies that mandatory forms and certifications are included.

Output: Compliance matrix, gap report, missing requirement alerts

Refinement

Incorporates feedback from the Critic and Compliance agents to strengthen weak sections, fill compliance gaps, and polish the final draft. Ensures consistent formatting, fixes typos, and optimizes readability. Produces a publication-ready document.

Output: Polished final proposal ready for export

The full 9-agent pipeline is available on Pro and Business plans. Starter includes Intake, Research, Content, and Compliance.

The entire pipeline runs automatically — you don't need to trigger each agent manually. Typical generation time is 2-5 minutes depending on RFP complexity.

Related Docs

Knowledge Base Management — Learn how to upload and organize reference materials that fuel the Research agent
RFP Qualification — Understand the go/no-go scoring system and how to interpret qualification results
Company Profile Setup — Configure your company information to ensure accurate, on-brand proposal content